How to set up restrictions on access rights for sellers in a chain of stores

To ensure secure operation of a store chain in the Torgsoft system, there is a flexible access rights configuration. It lets you separate data visibility between different outlets (Accounting Centers), prevent staff in one store from seeing stock, revenue, or customers of another, while the owner retains full control over the entire chain.

Below is a step-by-step guide on how to configure access restrictions.

1. Restricting access to stores (Accounting Centers)

This is a basic setting that physically “hides” information about other stores from an employee.

Where to configure: Settings — Users — select a user — click Edit (or use the “Access Rights Setup Wizard”).

• Disabling store switching. Turn off the toggle “Allow switching Accounting Centers”. This locks the user to the outlet specified in the “Current Accounting Center” field, and they will not be able to switch to another store.

• Store visibility. Enable the toggle “Restrict access to Accounting Centers”. In the list that opens, tick only the stores (accounting centers) this employee is allowed to work with. Other stores will disappear from all filters and reports for this user.

2. Restricting viewing stock in other warehouses

Even if a sales person works in only one store, sometimes they need (or, conversely, are not allowed) to see whether an item is available in a nearby store.

Where to configure: Settings — Users — user settings.

• The setting “Allowed to see warehouse status”:

• Not allowed for all: the user sees stock only for their store (and those explicitly allowed in section 1). On the “Warehouse Status” form, the “All warehouses” switch disappears.

• Allowed for selected: you can allow a sales person to see stock of specific warehouses (for example, the central warehouse) while hiding stock of other retail outlets.

3. Controlling item transfers (Internal transfer)

So a sales person cannot accidentally or intentionally send items to the wrong store or to a non-existent warehouse.

Where to configure: Settings — Users — user settings.

• “Restrict access to the recipient Accounting Centers for internal transfers”. Enable this setting and select the stores this employee is allowed to create transfer documents for. If you select none, creating internal transfers will be impossible.

4. Financial security (Cash registers and accounts)

It is important that staff in one store cannot see the revenue of another and do not have access to the owner’s bank accounts.

Where to configure: Settings — Users.

• “Restrict access to cash registers”. Allow access only to the cash register of a specific store. This hides cash movements in other cash registers of the chain from the employee.

• “Restrict access to bank accounts”. Enable this to hide amounts on the owner’s bank accounts. Select only the accounts the sales person is allowed to post payments to (for example, only the terminal of this store).

• “Ask the sales person for the cash balance daily...”. This forces the sales person to count cash when logging in, strengthening control over actual cash on hand.

5. Restricting operations (Roles)

In addition to restricting store visibility, you should configure what exactly an employee can do in their store. This is done via Role settings.

Where to configure: Settings — Parameters — Role tab (select a role, for example, “Sales person”).

• Disabling price changes. Turn off “Allow changing the sales price in a sale” and “Allow changing the price from the price list”. This ensures items are sold at the price set by the owner.

• Hiding purchase prices. In the user settings, turn off “Allowed to see purchase prices” so staff cannot see item cost and markup.

• Disabling item removal from a receipt. Enable “Sales person cannot remove items in a sale”. If a mistake happens, removing an item from the receipt will require administrator confirmation or recording a reason in the log.

• Disabling negative stock sales. In Settings — Parameters — Inventory, set “Disallow negative stock sales” or “Configure per Accounting Center”. This prevents stock discrepancies and selling items that are not available.

6. Control and audit (For the owner)

Even with strict restrictions, it is important to monitor staff actions.

• Action log. Use File — Users action log to review all key operations (document changes, system logins, report printing).

• Document change journal. Enable “Keep a document change journal” (Settings — Parameters — Access). This lets you see the edit history of invoices and receipts, including who changed amounts or quantities and when.

• Working time tracking. Configure program login via employee badge scan or photo capture (if a webcam is available) to know exactly who worked at the cash desk at a specific time.

For maximum protection and control in a store chain:

1. Create a separate User for each sales person.

2. Restrict that user’s access only to their Accounting Center and Cash register.

3. Configure the “Sales person” role with a ban on price changes and viewing cost prices.

4. The owner should log in under the “Owner” role (or “No role restrictions”) to have full access to the entire chain.